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1999/05/17 Parks and Recreation Commission MinutesROHNERT PARK PARKS AND RECREATION COMMISSION MINUTES May 17, 1999 The Rohnert Park Parks and Recreation Commission met this date at 7:30 p.m. for a regular meeting at the Rohnert Park city offices, 6750 Commerce Boulevard, Rohnert Park. The meeting was called to order at 7:30 p.m. with Chair Tatman presiding. ROLL CALL APPROVAL OF 141NUTES OLD BUSINESS Rohnert Park Soccer Present: (4) Commissioners Carlson, Cohen, Griffin, and Tatman Absent: (1) Commissioner Stevens Also present for the meeting was Recreation Director, Tim Barry. Commissioner Griffin referred to the fifth paragraph, page 4, under `Budget Reports from Youth Sports Leagues" and suggested that it be corrected to read: "Commissioner Stevens said the Commission did design a form which is provided to the leagues by the city, but noted not all leagues use it." Upon motion by Commissioner Carlson and second by Commissioner Cohen, the minutes of the meeting of April 19, 1999, with the correction noted above were unanimously approved as submitted. League Use Fees Director Barry recapped the proposed increase in youth league fees and why the decision on the Rohnert Park Soccer League's fees were delayed. He referred the Commission to his letter of April 23`d to the league outlining the proposed increase in fees. A copy of the letter is attached to the original copy of these minutes. After discussion, Commissioner Griffin made a motion to recommend approving the $1 per player fee for the Rohnert Park Soccer League beginning in 2000. Commissioner Cohen seconded the motion. The Commission discussed whether other increases in fees will be reconsidered in a year so the soccer league would pay $2 per player, which the other leagues with similar field use will begin paying in 2000. Following the discussion, the Commission unanimously approved the motion. Bicycle Tour Director Barry informed the Commission he had checked with the Public Works Department to determine if there are any special projects they would recommend Page - 1 Rohnert Park Parks and Recreation Commission Minutes May 17, 1999 Play Equipment Meeting Recap Review Youth Sports Leagues Financial Reports the Commission see during their bicycle tour of the parks. He said he has worked out a tentative schedule for the tour which he passed around. The Commission discussed how long the tour would last, whether spouses were invited, and agreed to meet at the Community Center at 9:30 a.m. on June 12. Director Barry referred the Commission to the minutes of the neighborhood meeting held to discuss playground renovation. He stated almost everyone who attended was. from the Burton Mini Park neighborhood. He reviewed the amount of money allocated for the improvements. (A copy of the minutes and allocations is attached to the original copy of these minutes.) The Director said the committee members will attend a Commission meeting with their recommendations after which the Commission can make recommendations to the City Council. He said the date for the next meeting has not been determined, but he will notify Commissioner Griffin who expressed an interest in attending. The Commission also discussed the proposed climbing wall and possible problems with liability. The Director advised the manufacturer has gotten approval for the wall like any other playground equipment. He said there may be some concerns with graffiti because the tentative location would be tucked away from sight. He advised Public Works is checking with the company regarding ways to prevent graffiti. The Director said he thinks it is important to have a variety of play equipment at the city's parks. Chair Tatman said he thinks the city could get a better bid if the equipment for all the parks is included as a whole package and not equipment for one park. Director Barry passed out copies of the Babe Ruth Baseball League's financial report and said he was advised that the Rohnert Park Girls Softball League had not been able to get their report together yet. He said he had not heard from the Rancho Cotati Pop Warner Football League. Commissioner Carlson pointed out that income should be revenue, and it should be total revenue not just net income. The director offered to talk to the Babe Ruth representatives and ask them to redo their report. The Commission also discussed administrative expenses and what that involves. The Commission briefly discussed the reports received from the Rohnert Park Soccer League and the Pee Wee Baseball League. The Director said he will also try to get reports from Pop Warner and the Girls Softball Leagues. Page - 2 '1 Rohnert Park Parks and Recreation Commission Minutes May 17, 1999 Commissioner Carlson stressed the report should include all money in and all money out. NEW BUSINESS 1999-2000 Department Budget Director Barry reported he and Commissioner Carlson had met to discuss the Department's 1999-2000 Budget and referred the Commission to the Reserve for Capital Improvements and Infrastructure Repair & Maintenance Report which they discussed. Commissioner Carlson recapped the meeting and discussed the allocations. She said the money set aside for the Commission to attend the annual C.P.R. S. Conference probably will not be enough to cover the cost for each of them to attend since next year's conference will be in Southern California. The Commission discussed the possible allocation of the bond money the city recently received. A list of projects the City Council may consider was passed around. The total dollar figure of projects is approximately $30,000,000 which is twice what the city will receive. Commissioner Carlson briefly discussed the items on the list. Commissioner Carlson asked about the reserve for capital improvements and the r source of funds and the transfer of fees to the general fund. She said she had asked Director Barry to check on sales tax funds. She mentioned the city lost several major businesses and wondered if the City receives any tax on movie tickets sold. Director Barry said he had not heard back from Finance Director Mike Harrow but did not think a tax is collected. She asked if the city collects an entertainment tax. The Commission also discussed use of the current library building once the new library is built. The Director said he attended the City Council budget meetings held the last two Saturdays where they discussed the proposed pool at M Park. They will be discussing the pool again at an upcoming meeting. The Director said he had suggested including restroom facilities at the pool that could be used by people using the tennis courts. Commissioner Cohen said one of C.O.Y.F.'s goals is to have a recreation building at every park. The Director said he has also talked to Sonoma State University representatives about building a 50-meter pool on the campus which the City could be a partner in. He has asked S.S.U. for a letter of interest so the City can know how to proceed. Page - 3 Rohnert Park Parks and Recreation Commission Minutes May 17, 1999 6-9 Committee to Develop Training for Youth Sports Groups Director Barry pointed out that developing training for youth sports groups is one of the Commission's goals for 1999 and asked for a couple of volunteers to meet with staff. Commissioners Carlson and Tatman volunteered. Review Community Fund Rules Director Barry said he and Commissioner Carlson had discussed reviewing the .- rules for applying for Community Funds at their budget. Commissioner Carlson said she would like the application clarified as to whether an individual or group is being invited because they excel at something and about applicants who keep coming back year after year. Commissioner Griffin said he had some problems with groups coming to apply after the fact to replenish their funds. ro The Commission discussed possible changes that could be made in the criteria to apply for funding and setting a limit on applying. They also reviewed the history of community funds and discussed the fact that it was set up mostly for sports teams that had been invited to post season play. After further discussion, the Commission agreed to reword the application so that candidates cannot apply if they received funds in the previous year. The consensus was to add to number 5: "Applicants cannot have applied in the previous year." STAFF REPORTS Monthly Program/ Facility Reports The Commission discussed the increase in attendance at the Sports and Fitness Center due to the Northern California Basketball special event. They also talked about how successful the Senior Center's Black and White Ball was. Department Highlights The Commission did not have any questions regarding the highlights report for April, and the Director said no decision has made on the aquatics master plan. He will be working with a consultant for the final plan. He said the City will use Jones and Madhavan as architects for the M Park pool since it will save some money. He advised the water play equipment and slide were eliminated from the design and said the City is just looking at a basic pool. Commissioner Cohen asked if it will be designed for future expansion for play equipment and a slide. The Director said the deck space is not being reduced. Page - 4 Rohnert Park Parks and Recreation Commission Minutes May 17, 1999 COMMISSION COMMITTEE REPORTS Senior Advisory Commissioner Carlson said she will be unable to attend the next Senior Advisory meeting since it is scheduled on a Thursday at 1 p.m. and asked Chair Tatman if he wished to attend in her absence. Bicycle Committee Commissioner Cohen said he attended the last Bicycle Committee meeting where they discussed the National Organization of Rally Cyclists at S.S.U. The committee had been asked to come up with two routes, one for advocates and one for a fun ride. He reported the committee is working on the city's bicycle master plan which is being revised. Chair Tatman said he had just learned the City is working on a bicycle lane on Snyder Lane from Baumgardner to Creekside Middle School. COMMISSIONER COMMITTEE REPORTS Status of Magnolia Park Improvements Director Barry said the grass is being mowed on the new soccer field and work on the tennis courts is progressing. The lights have been installed and the final coat of playing surface has been applied. The nets and posts will be installed and the final inspection will check the lights. He advised he is working with the Rohnert Park Tennis Club on a grand opening. Organizational Values The Director referred the Commission to their copy of the Department's new Organizational Values which is the first part of strategic planning. He informed the Commission copies of the values have been posted at each of the City's recreational facilities. General Plan The Director reviewed the City's general plan update map. C.O.Y.F. Commissioner Cohen said he had attended the Commission for Youth and Families (C.O.Y.F.) meeting. He said the group is trying to get organized as to what their responsibilities are. He advised the mayor had stopped by, and the Commission had discussed the use of the former P.A.L. building. He said the recreation department could use the meeting rooms in the C.O.Y.F. section of the building. G Park Commissioner Cohen asked about a G Park recreation building. The Commission discussed that when lights were installed at the baseball field in G Park, residents Page - 5 Rohnert Park Parks and Recreation Commission Minutes May 17, 1999 were told the City would compromise and not build a recreation building in the park. Community Center Complex Director Barry advised he, the city manager and the police chief had met with a resident who lives on Copeland Creek who has problems with vandalism and people loitering at the rear of the Community Center complex. ADJOURNMENT There being no further business, the meeting adjourned at 9 p.m. to a bicycle tour of local parks on Saturday, June 12, 1999, leaving from the Community Center, 5401 Snyder Lane at 9:30 a.m. Chairman Secretary Recreati n Director i Page - 6